A proposal isn't just a price sheet — it's a legally relevant document that defines what you agreed to build and for how much. Missing sections don't just lose bids; they lose disputes. Here's the complete checklist.
Pre-proposal elements
- ☐ Company letterhead with logo, license number, and contact info
- ☐ Client name, address, and contact info
- ☐ Project address (may differ from client address)
- ☐ Proposal date and "valid until" date (30 days is standard)
- ☐ Proposal number (for your records and change-order referencing)
Scope of work
- ☐ Specific description of all work to be performed
- ☐ Room-by-room or zone-by-zone breakdown if applicable
- ☐ Material specifications (brand, grade, color if relevant)
- ☐ Finish quality specifications ("smooth finish," "texture to match")
- ☐ Exclusions — explicitly list what is NOT included (this is critical)
Pricing
- ☐ Itemized line items (not lump sum)
- ☐ Materials and labor shown separately or as a line-item total
- ☐ Sales tax treatment (included or excluded — state clearly)
- ☐ Allowances for client-selected items (e.g., "tile allowance: $5/sqft")
- ☐ Total contract price
Timeline
- ☐ Estimated start date (or "within X weeks of signed contract")
- ☐ Estimated completion date
- ☐ Conditions that could affect timeline (permits, client decisions, weather)
Payment terms
- ☐ Deposit amount and when due (typically 20–33% on signing)
- ☐ Progress payment schedule tied to milestones
- ☐ Final payment amount and trigger (completion and walkthrough)
- ☐ Payment method accepted (check, card, ACH)
- ☐ Late payment terms if applicable
Legal and protection sections
- ☐ Change-order procedure ("changes require a written, signed change order")
- ☐ Warranty terms — duration and what's covered
- ☐ Insurance certificate reference (or attach a COI)
- ☐ License number
- ☐ Dispute resolution clause (optional but valuable)
Acceptance
- ☐ Client signature line
- ☐ Contractor signature line
- ☐ Date of acceptance
- ☐ Online sign link (closes 30–40% faster than paper)
ConstruMate generates a proposal with all these sections pre-structured — you fill in the project details and send a professional document in under 5 minutes. Try it free.
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